The Gallery Associate is an essential member of Japan Society’s Gallery team, and will provide key administrative support for the Gallery Department. S/he is primarily responsible for assisting the Gallery Director in every aspect of managing the Gallery Department. The Gallery Associate’s major responsibilities include: overseeing the day-to-day administration of the Gallery Director’s office; conducting curatorial and programming research for the Gallery Director, team members and guest curators; overseeing SNS promotional and outreach efforts to promote Japan Society Gallery programs in close collaboration with the Media & Marketing Department; managing relations with individuals as well as JS members; organizing programs for Gallery supporters in collaboration with the Development Department; translating documents between English and Japanese and managing correspondence with external parties in both languages as necessary. Other duties include working with Gallery Department colleagues to assist with exhibition-related programs; managing Raiser’s Edge database and updating mailing list contacts; and recruiting, training and supervising interns and volunteers.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Gallery Department Administration:
-Oversee daily administrative duties including but not limited to coordinating meetings with international advisory committees, artists, professionals; drafting meeting minutes and related materials; updating and sorting mailing list; preparing and drafting necessary documents and letters; and managing Gallery Director and Departmental calendar.
-Managing and maintaining Gallery’s Raiser’s Edge database.
-Assist Gallery Department staff on exhibition-related programs and events as required.
-Arrange and oversee courtesy services and hospitality, including traveling arrangements and accommodations, for artists, outside curators, lecturers and other guests of the Gallery.
-Recruit, train and supervise interns and volunteers. Recruit and coordinate interns and volunteers to assist at Gallery events such as lectures, screenings and receptions.
-Provide assistance on curatorial research for Gallery Director and Guest Curators including, but not limited to, research of artworks, artists, exhibitions. -Assist Gallery Director with communication with Japanese-speaking artists, scholars and organizations including written materials and verbal communications.
Promotion and Outreach:
-Work with Media & Marketing Department to promote Gallery exhibitions and programs.
-Create and update event information on the JS website and schedule, Draft and finalize e-blasts for distribution.
-In close collaboration with Media & Marketing Department, create, maintain and oversee SNS promotion.
-Develop invitation lists to Gallery openings and events in collaboration with Media & Marketing and Development Departments. Distribute invitations and follow-up as needed.
-Translate and/or draft press releases and promotional materials in Japanese.
-Coordinate press previews and prepare press kits in collaboration with Media & Marketing Department and external Gallery publicist.
-Manage complimentary tickets and guest list for events and public programs.
Membership and Cultivation:
-Coordinate programs for Friends of the Gallery and Japan Society members in collaboration with the Development Department.
-Liaise with Development team to plan and manage VIP opening receptions, and other special Gallery events.
-Coordinate previews, dinners and exclusive events for higher-level Gallery supporters, and work with external collaborators as needed.
-Assist with the preparation of grant applications and reports to funders in coordination with the Development Department, especially those funders which require communication in Japanese.
-Bachelor’s degree in art, art history or related field, and a minimum of 2-3 years of related administrative experience at an arts-related organization. Bilingual Japanese-English with strong writing skills in both languages.
-Knowledge and interest in art, especially Japanese and Asian art and culture.
-Strong customer-service skills and comfortable dealing with the public.
-Excellent communication and interpretational skills.
-Excellent event coordination skills
-Ability to conduct research with resources only available in Japanese.
-Proficiency in social media promotion.
-Flexible schedule to work evenings and weekends as needed.
-Ability to work on multiple projects at the same time in a fast-paced environment.
-Computer proficiency including MS Office programs, Raiser’s Edge, Photoshop and other applications
Email your resume and cover letter to the Director of Human Resources, at firstname.lastname@example.org.
Founded in 1907, Japan Society in New York City presents sophisticated, topical and accessible experiences of Japanese art and culture, and facilitates the exchange of ideas, knowledge and innovation between the U.S. and Japan. More than 200 events annually encompass world-class exhibitions, dynamic classical and cutting-edge contemporary performing arts, film premieres and retrospectives, workshops and demonstrations, tastings, family activities, language classes, and a range of high-profile talks and expert panels that present open, critical dialogue on issues of vital importance to the U.S., Japan and East Asia. For more information, visit our website http://www.japansociety.org.
Japan Society is an Equal Opportunity Employer, and welcomes a diverse workforce.